Client Communication Prompts

8 ready-to-use prompts for updates, check-ins, and difficult conversations

Paste your Context Card first, then use these prompts.

1. Weekly Seller Update

Write a weekly update email to my listing sellers.

Property: [address]
Week Number on Market: [week #]
This Week's Activity:
- Showings: [number]
- Feedback Summary: [common themes]
- Online Views/Saves: [if available]
- Open House Results: [if held]

Market Context: [any relevant market changes]
What's Happening Next Week: [scheduled showings, marketing push, etc.]
Any Recommended Adjustments: [price, staging, photos, etc.]

Requirements:
- Honest but not discouraging
- Data-driven
- Clear next steps
- Under 200 words
- Acknowledge their patience if appropriate

2. Buyer Update (Active Search)

Write a check-in email to a buyer I'm actively working with.

Buyer Name: [name]
Their Search Criteria: [briefly summarize]
Recent Activity: [showings, offers submitted, etc.]
New Listings to Share: [any worth mentioning?]
Status of Current Interest: [waiting on listing? processing rejection?]

What I Need From Them: [feedback? decision? updated criteria?]

Requirements:
- Warm but efficient
- One clear question or action item
- Under 150 words
- No "Just checking in" opening

3. Transaction Update (Under Contract)

Write a transaction status update.

Property: [address]
Days Into Contract: [#] of [total days to closing]
My Client: [buyer / seller]

Recent Milestones:
- [x] Inspection: [completed/scheduled/pending]
- [x] Appraisal: [completed/scheduled/pending]
- [x] Financing: [status]
- [x] Title: [status]

Upcoming Deadlines:
1. [Deadline 1] - [date]
2. [Deadline 2] - [date]

Any Issues to Address: [yes/no - if yes, summarize]
What They Need to Do: [specific actions]

Requirements:
- Clear progress visualization
- Specific dates
- Action items highlighted
- Reassuring but honest
- Under 200 words

4. Difficult Conversation Prep (Price Reduction)

Help me prepare for a price reduction conversation.

Seller: [name]
Property: [address]
Current Price: [price]
Days on Market: [DOM]
Showings: [number]
Offers: [number]
Feedback Pattern: [what are people saying?]
Recommended New Price: [amount]

Seller Personality: [analytical / emotional / stubborn / flexible]
Their Motivation: [why they're selling]
Potential Objections: [what they'll likely say]

Provide:
1. Opening that shows I'm on their side
2. How to present the data
3. Responses to their objections
4. What happens if they say no
5. Close that gets a decision

5. Difficult Conversation Prep (Deal Problem)

Help me prepare to deliver bad news about a deal.

My Client: [buyer / seller]
The Problem: [inspection issue / financing fell through / appraisal gap / other party walking]
How Bad Is It: [deal-breaker / major but solvable / minor setback]
When I Need to Tell Them: [today / this call / this meeting]

Client's Emotional State: [already stressed / optimistic / unaware]
Possible Solutions: [list any options]
What I Need Them to Decide: [specific decision needed]

Provide:
1. How to open the conversation
2. Delivering the news clearly (no burying the lede)
3. Presenting options if they exist
4. Managing their emotional response
5. Getting to next steps

6. Past Client Check-In (6 Month)

Write a check-in email to a past client 6 months after closing.

Client Name: [name]
Property They Bought/Sold: [address]
Closing Date: [approximate date]
Their Situation: [first home / family / retired / invested]
Personal Details I Remember: [kids names, pets, hobbies, why they moved]
Any Promises I Made: [contractor referral, landscaper, etc.]

Requirements:
- Genuinely curious about how they're doing
- Reference something personal
- Deliver on any promises if I haven't
- Soft referral mention (natural, not forced)
- Under 100 words
- No form-letter feel

7. Sphere Touch (Personal Milestone)

Write a message acknowledging a personal milestone.

Contact: [name]
Our Relationship: [past client / friend / colleague / referral partner]
The Milestone: [birthday / anniversary / job change / baby / engagement / etc.]
How I Found Out: [social media / they told me / mutual friend]
Last Time We Talked: [recently / been a while]

Requirements:
- Genuine congratulations
- Brief personal note
- Absolutely no business ask
- Under 50 words
- Appropriate to the relationship depth

8. Re-Engagement (Gone Cold)

Write a re-engagement email to a lead/client who's gone quiet.

Contact: [name]
Last Interaction: [when and what]
Their Original Goal: [buying / selling / just curious]
Why They Might Have Gone Quiet: [found another agent? not ready? life got busy?]
What I'd Like to Happen: [re-engage them / gracefully close the loop]

Requirements:
- No guilt or desperation
- Genuine check-in
- Easy to respond to
- Give them permission to say "not now"
- One simple question
- Under 75 words

Bonus: Difficult Phrases to Rephrase

AI often defaults to these. Replace them:

Generic AI Phrase	Better Alternative
"I hope this email finds you well"	[Just start]
"I wanted to reach out"	"I'm checking in"
"Please don't hesitate to"	"Let me know"
"I'd be more than happy to"	"I'm glad to" or "Happy to"
"At your earliest convenience"	"When you have a chance"
"Going forward"	"From here" or "Next"
"Touch base"	"Connect" or "Check in"

Pro Tips

For updates:

Frequency matters — consistent is better than sporadic
Lead with the most important info
Always include next steps
Bad news needs phone calls, not emails

For difficult conversations:

Don't bury the lede — get to it fast
Pause after delivering news — let them process
Have solutions ready before presenting problems
Document the conversation afterward

For re-engagement:

Assume positive intent for silence
One message is fine, three is desperate
Make it easy to say "not now"
Sometimes closing the loop is the right move

From the AI Acceleration Resource Room